TDH (Terre des Hommes) – Switzerland
Nineveh
Full Time
2021-07-15
2021-07-22
Overall job purposes
In his/her capacity as representative Tdh, the Admin Assistant is responsible to organize Finance and HR administrative activities for the base of Mosul and provide support where needed.
S/he assist HR, Finance and compliance teams in implementing the admin procedures respecting Tdh mandate and commitments and international standards.
|
A. Finance/Admin |
· Preparation and entering of transactions into the corresponding cash books in Excel including coding, and budget lines · Management of open advances and advance clearance process · Prepare necessary payment files for Supplier when needed and proceed with the payments · Check monthly the proper filing/stamping of the accountancy documents · Verify that all the supporting documentation is correctly filled and eligible for Tdh standards. · Conduct periodic archiving on completed finance files both soft and hard copies. · Conduct compliance check on procurement files following Tdh compliance check list and report the missing documents prior sending to coordination office. · Ensure files mirroring between logistic and Admin departments before archiving. · Acts as a liaison point with Hawala payments. · Supports the administration by providing the paperwork for various ad hoc tasks such as per diem preparation. · Translates accounting documents if necessary. · Guarantees security and confidentiality of information |
|
B. Human Resources |
· Assists the program and supports team for the administrative management of recruitment and hiring. · Ensures archiving and monitoring of individual files and ensures all relevant documents related to the life cycle of a Tdh employee are on file. · Ensures the confidentiality of all HR Data. · Updates the relevant information for the preparation of payroll. · Monitors attendance and absences (follow up of leaves) · Supports for renewals of contracts / end of contract letters. · Support with updating and collecting staff signatures in documents related to declaration of dual employment, declaration of conflict of interest, etc. · Support the compliance department in coordination office with providing required files for audit. · Preparation and dissemination of timesheet for Mosul staff. · Provide support with recruitment in Mosul office including applications screening, shortlist, candidate’s invitations to written test/Interview, sending for reference check and creating job offers. · Archiving HR files in Mosul according to achieving policy and procedure. · Any other relevant task as required by line manager. |
|
C. Administrative management |
· Guarantees security confidentiality of information. · Translates HR/Finance documents in English to Arabic and vice versa. · Manage cleaners team and ensure proper implementation of health and hygiene procedures. · Assist other team members with HR enquires according to internal staff regulations. |
|
D. Reporting |
· Report and update HR follow ups or reports as required by the coordination office. · |
|
E. |
· . |
Others:
Accepts new responsibilities as and when those are assigned by the line manager/s.
Values:
The post holder is polite, respectful, honest, punctual (and respects deadlines), creative, pacifist, proactive, committed and – during office hours – non-political. S/he is in constant exchange with colleagues and supervisors, communicates problems and enriches discussions. S/he treats people of different religion, age, sex, and economic status appropriate and equally and actively ensures their wellbeing and raises his/her voice when required. S/he is willing to improve own capacities and is open for all topics Tdh is working on to actively contribute to a comprehensive programme implementation.
S/he uses Tdh equipment, vehicles and premises, internet and electricity economically and responsibly. S/he positively represents Tdh to beneficiaries, stake holders and the general public.
Description
Overall job purposes
In his/her capacity as representative Tdh, the Admin Assistant is responsible to organize Finance and HR administrative activities for the base of Mosul and provide support where needed.
S/he assist HR, Finance and compliance teams in implementing the admin procedures respecting Tdh mandate and commitments and international standards.
|
A. Finance/Admin |
· Preparation and entering of transactions into the corresponding cash books in Excel including coding, and budget lines · Management of open advances and advance clearance process · Prepare necessary payment files for Supplier when needed and proceed with the payments · Check monthly the proper filing/stamping of the accountancy documents · Verify that all the supporting documentation is correctly filled and eligible for Tdh standards. · Conduct periodic archiving on completed finance files both soft and hard copies. · Conduct compliance check on procurement files following Tdh compliance check list and report the missing documents prior sending to coordination office. · Ensure files mirroring between logistic and Admin departments before archiving. · Acts as a liaison point with Hawala payments. · Supports the administration by providing the paperwork for various ad hoc tasks such as per diem preparation. · Translates accounting documents if necessary. · Guarantees security and confidentiality of information |
|
B. Human Resources |
· Assists the program and supports team for the administrative management of recruitment and hiring. · Ensures archiving and monitoring of individual files and ensures all relevant documents related to the life cycle of a Tdh employee are on file. · Ensures the confidentiality of all HR Data. · Updates the relevant information for the preparation of payroll. · Monitors attendance and absences (follow up of leaves) · Supports for renewals of contracts / end of contract letters. · Support with updating and collecting staff signatures in documents related to declaration of dual employment, declaration of conflict of interest, etc. · Support the compliance department in coordination office with providing required files for audit. · Preparation and dissemination of timesheet for Mosul staff. · Provide support with recruitment in Mosul office including applications screening, shortlist, candidate’s invitations to written test/Interview, sending for reference check and creating job offers. · Archiving HR files in Mosul according to achieving policy and procedure. · Any other relevant task as required by line manager. |
|
C. Administrative management |
· Guarantees security confidentiality of information. · Translates HR/Finance documents in English to Arabic and vice versa. · Manage cleaners team and ensure proper implementation of health and hygiene procedures. · Assist other team members with HR enquires according to internal staff regulations. |
|
D. Reporting |
· Report and update HR follow ups or reports as required by the coordination office. · |
|
E. |
· . |
Others:
Accepts new responsibilities as and when those are assigned by the line manager/s.
Values:
The post holder is polite, respectful, honest, punctual (and respects deadlines), creative, pacifist, proactive, committed and – during office hours – non-political. S/he is in constant exchange with colleagues and supervisors, communicates problems and enriches discussions. S/he treats people of different religion, age, sex, and economic status appropriate and equally and actively ensures their wellbeing and raises his/her voice when required. S/he is willing to improve own capacities and is open for all topics Tdh is working on to actively contribute to a comprehensive programme implementation.
S/he uses Tdh equipment, vehicles and premises, internet and electricity economically and responsibly. S/he positively represents Tdh to beneficiaries, stake holders and the general public.
Qualifications & Preferred Skills
Tdh Regulations and Policies
The post holder abides by all internal rules, regulations and policies.
Qualifications Requested
- Minimum of 1-2 years of professional experience in a similar position
- Diploma or degree in management, business administration and/or Human Resources.
- Fluency in Arabic and English
- Able to work in unstable, uncertain or potentially dangerous environments, independently and in a team.
- Excellent interpersonal communication skills.
- Strong cross-cultural communication and resilience skills.
- Strong sense of confidentiality and adoptability for a healthy work environment
- Able to establish and maintain effective working relations with people of different cultural backgrounds.
- Computer knowledge of MS Office Word and Excel is essential
Due to the nature of Tdh work activities, Tdh demand to his employee to have highest discretion and flexibility qualities. Tdh can anytime according to the needs of his mission, change the work location of his employee. Tdh can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.
How To Apply
Application Process and Deadline:
Application should contain the following two attachments:
CV
Cover letter
Application should be submitted to ” [email protected] ” with writing the exact subject (Administration Assistant – Mosul), Otherwise CV’s not be accepted.
Link to CV’s will be disregarded.
Only short-listed candidates will be contacted.
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